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Closed Family Assistance Eligibility Case Files

RDA Number
Effective Date
Record Series Abstract
The record series consist of an application, identification verification, address, income, citizenship verification, change report form, correspondence, disposition of case information and other supporting documentation.
Record Series Active
Cut Off at End of
If Other, Explain
Files are cut off upon case closure
Total Retention Years
Total Retention Months
Retention End Action
Disposition Notes
Paper applications, records and verifications are electronically scanned into digital format arranged alphabetically and maintained on site. Once digital images have been verified and indexed then the paper file can be destroyed after 90 days. Digital images are kept for the remainder of the retention period, then destroyed according to state approved methods. Individual client case files are created using the indexed information. Eligibility is determined via the digital images and or face to face interviews; and if need be gathering additional verification's from the client. Eligibility is effective for 1 year from application date. Eligibility files are cut off upon case closure.
Record Location
The records are located in all 95 Statewide DHS county offices and with any State approved contracted Third Party Vendor.
File Arrangement
Date Range
Allotment Code
Annual Accumulation
3120 cbt ft 996 gigabytes
Current Volume
15,000 cbt ft 1 terabyte
Record Value
Audit Requirements
Information Shared Outside the State
Shared Agencies
Essential Record
Yes - Original
Essential Record Stored
Eligibility records are maintained and stored on site. Electronic images are maintained and stored by Strategic Technology Solutions (STS) data center. After the required retention, records are destroyed according to sate approved methods.
Essential Record Media Type
Does this Record Series Contain Sensitive Information?
Agency Retention
5 years 0 months
System Name
FARAS (Family Assistance Document System )
Hardware Description
The electronic records are permanently stored in folders on a Strategic Technology Solutions (STS) VMWare server using SAN storage and also on an STS NAS device. Metadata is stored in a database on an STS server. All hardware for maintaining the records series shall be maintained in accordance with the current standards of STS.
Software Description
Documents and their metadata are captured by using a monthly extract file from ACCENT (DHS system that has appointment and other client information), multi-function devices and scanning the document with a barcoded cover sheet or pressing the appropriate button on the multi-function device using Lexmark Document Distributor software, and a DHS .net web application.
System Location
Department of Human Services uses the FARAS Document System. The electronic record is kept on servers maintained and supported by STS at their Data Center.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of the Strategic Technology Solutions (STS). Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The Agency shall have a detailed Disaster Recovery Plan for the system in accordance with the current standards of the Strategic Technology Solutions (STS). Disaster Recovery plans shall be reviewed annually.
Data Migration Description
FARAS documents are scanned via state mfp on the state network to a folder on an STS server that the FARAS application uses. The metadata captured at the time of scan is stored in a Microsoft SQL Server database and is never deleted. The types of documents used by FARAS are: Re-Application, Re-Application Verification, 6 Month No Change, 6 Month Change, 6 Month Change, Verification, Initial Application, Initial Application Verification, Change Report, Change Report Verification, Declination Claim Referral Form (COTS), COTS Verification
Records Management Division (RMD)
No recommended changes.
Tennessee State Library and Archives
No recommended changes.
Comptroller Audit Review
We have reviewed RDA 1716 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency Records Officer
No recommended changes.
RMD Director
RDA 1716 is a request to revise an RDA. The retention period will change from three years to five years and the format change to paper/electronic. The Abstract, Disposition, and Worksheet have been updated. Recommend approval of request to revise RDA 1716.
Public Records Commission
PRC approves RDA 1716.